Events & Administrative Coordinator

Administration (30% of role)

a. General office management tasks such as ordering supplies, picking up mail, monitoring postage account.
b. Fielding and answering emails and phone calls from the public.
c. Managing the main internal calendar, including all-staff meetings, excursions, conference sign-ups, and group use of the conference room.

Events Coordination (70% of role)

a. In-office events logistics such as keeping our online events calendar up to date, managing registration and waitlists, booking venues, conducting supply inventories, ordering catering, sending reminder emails to attendees, regular communication with volunteers and Volunteer Coordinator.
b. Off-site events logistics such as picking up catering, shopping for supplies, visiting venues, and providing support during events, sometimes on evenings and weekends.
c. Signature event and logistics support for large-scale events.

Duties may include:

 i. Art in the Barn: Managing artist responses and applications, new artist outreach, Square Point of Sale set up, volunteer tutorials and management, jury meeting preparation, inventory and supply ordering, general event support during the Art in the Barn (required)
ii. Bike Event and Trail Runs: Applying for permits with towns and DCR, helping promote fundraising, reserving rental equipment, arranging catering, answering questions from the public, monitoring registrations, assisting with marketing, tracking merchandise orders. (required events)
iii. General Events and Event Series: Helping arrange for guest speakers and program leaders, attending public events, communicating with volunteers, assisting with outreach and marketing, maintaining registration lists and waitlists, accurately transferring registrants to database.